Sr. Operations Manager

Heartland Alliance International • New York, NY

2d • Hybrid

About The Position

The Sr. Operations Manager plays a critical role in supporting the day-to-day functioning of the Marjorie Kovler Center. This position ensures operational excellence across administrative, facilities, and program support functions, enabling the clinical and advocacy teams to deliver high-quality services to survivors of torture. The Sr. Operations Manager may supervise staff as operations grow and will collaborate closely with program leadership to maintain a trauma-informed, participant-centered environment.

Requirements

• Bachelor’s degree in business administration, nonprofit management, social work, or related field required or equivalent experience.
• Minimum of 5 years of experience in operations, program administration, or nonprofit management.
• Proficiency in Microsoft Office Suite.
• Commitment to human rights, social justice, and equity.
• Cultural humility and ability to work effectively with diverse populations.

Nice To Haves

• Bilingual proficiency in a language other than English (e.g., Spanish, French, Arabic, Pashto, or Portuguese) preferred.
• Experience working in human services, mental health, or immigrant/refugee support settings strongly preferred.
• Prior supervisory experience.

Responsibilities

• Provide support to the development and implementation of organizational strategic planning and initiatives.
• Provide leadership and support for special projects as assigned.
• Oversee daily operations of the MKC-New York, including facilities coordination, scheduling maintenance and repairs, vendor management, and administrative systems.
• Manage inventory and procurement of supplies and equipment, ensuring cost-effective and timely purchasing.
• Maintain compliance with procurement policies by securing competitive quotes and preparing necessary documentation for purchases and services exceeding $10,000.
• Assist with onboarding of new staff, interns, and volunteers, including workspace setup.
• In collaboration with HR, provide HR-specific operational support for HAI including but not limited to the development and maintenance of end-to-end employee lifecycle processes, procedures, workflows and communications.
• Maintain accurate records and documentation related to operational processes, HR support, compliance, and program activities.
• Collaborate with program leadership and finance teams to develop program budgets, monitor expenditures, and ensure adherence to federal regulations, internal controls, and compliance requirements.
• Manage program-related financial operations, including but not limited to processing invoices, expense reimbursements, credit card purchases, and executing wire transfers to vendors as needed and administering petty cash disbursements.
• Assist leadership in executing, ensuring accuracy and timely processing.
• Create new cost centers for projects and maintain accurate records in the organization’s donor database and internal file systems.
• Ensure timely completion of annual property tax exemption filings and apply and maintain the organization's sales tax exemption status.
• Provide support for internal and external audits, responding to requests for supporting materials, maintaining audit files, and coordinating with Finance and program leadership to ensure timely submission of requested information.
• Support donor management and development activities by updating the donor database, recording new donations, and generating donation reports as needed.
• Oversee the preparation and processing of independent contractor agreements through Zoho, including invoice handling and W-9 documentation.
• Support program logistics including client transportation coordination and interpreter services.
• Serve as liaison with HR, IT, and finance teams to ensure operational alignment and compliance.
• Contribute to continuous improvement efforts to enhance service delivery and operational efficiency.
• Uphold trauma-informed and culturally responsive practices in all aspects of operations.
• As operations grow, may supervise staff by providing guidance, performance management, and professional development support.
• May provide guidance to interns or volunteers as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level